Editorial Specialist, (Time-Limited)
Company: Harvard University
Location: Cambridge
Posted on: January 20, 2023
Job Description:
60435BRAuto req ID:60435BRJob Code:402042 Publications
Coordinator Location:USA - MA - Cambridge Business Title:Editorial
Specialist, (Time-Limited)Sub-Unit:------------ Salary Grade
(https://hr.harvard.edu/salary-ranges#ranges) :055Time
Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic
Qualifications:
- Minimum of two years related editorial experience.
- Must possess excellent attention to detail, verbal and written
communication skills, and have an excellent command of grammar,
punctuation, and spelling.
- Must have the ability to own and manage complex projects
independently.
- Must be familiar with proofreading marks in hardcopy format and
have the ability to input corrections with accuracy into both MS
Word and Adobe InDesign files.
- Exceptional customer-services skills are required.
- Must occasionally work additional hours during peak periods
during the year.
- Strong computer skills with desktop publishing/design
experience with Adobe InDesign and Acrobat, and Microsoft Word and
Excel.Additional Qualifications and Skills:
- Bachelor's degree strongly preferred ideally including
coursework in English, journalism, publishing, or equivalent
experience.
- Project management and research experience preferred.
- Excellent English grammar, spelling, proofreading skills,
accuracy, and organizational skills.
- Ability to collaborate effectively with alumni volunteers,
staff, students, and vendors.
- Ability to set priorities and meet deadlines for multiple
concurrent projects while providing the highest level of customer
service to the alumni community.
- Experience with alumni relations preferred.Additional
Information:This is a time-limited position with an end date of
6/30/24.This position requires a 3 month orientation and review
period.Please include a cover letter with your
application.Editorial skills testing may be a component of the
interview process for this position.Why AA&D?We are a dedicated
team of 400 alumni affairs and development professionals supporting
Harvards advancement activity through roles that include front-line
fundraising, alumni and volunteer engagement, technology, events,
communications, prospect management and research, business process,
talent management and many other areas.Harvards Alumni Affairs and
Development team inspires and galvanizes alumni, friends, and
members of the University community to support Harvard through
philanthropy, governance, and active engagement. AA&D believes
a workplace that reflects the diversity of our society and our
ever-evolving University constituency makes us a stronger and more
effective organization. Our goal is to create an environment of
respect that values the many talents, perspectives, and experiences
of our community, to deliver the strongest possible results by
incorporating diverse perspectives into our daily work, and to make
AA&D a great place to work for everyone. AA&D strives to
live our values of respect, inclusion, trust, collaboration,
innovation and sharing of information in our daily interactions and
our work.To learn more about how Harvard supports diversity and
inclusion throughout the University please visit the Office for
Diversity, Inclusion & Belonging at
https://dib.harvard.edu/.Harvard University Benefits: Information
can be found at https://hr.harvard.edu/totalrewards.Accommodations:
Harvard University welcomes individuals with disabilities to apply
for positions and participate in its programs and activities. If
you would like to request accommodations or have questions about
the physical access provided, please let your recruiter
know.Vaccine Requirements: The University requires all Harvard
community members to be fully vaccinated against COVID-19 and it is
strongly encouraged to stay up to date with COVID-19 vaccine
boosters. Individuals may claim exemption from the vaccine
requirement for medical or religious reasons. More information
regarding the Universitys COVID vaccination requirement,
exemptions, and verification of vaccination status may be found at
the Universitys COVID-19 Vaccine Information webpage:
http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
Department:Harvard Alumni Affairs and DevelopmentPre-Employment
Screening:Identity Job Function:Alumni Affairs and Development,
CommunicationsPosition Description:
- Works closely with alumni volunteers and University staff on
the production of three to four Class Reports annually, providing
excellent customer service and alumni relations at all times.
- Writes marketing communications utilizing both the alumni and
institutional voice for classes of assigned books (email messaging
decks, web copy, print mailings and postcards, social media),
adapting for alumni demographics and segmentation.
- Works with alumni report chairs to prepare and schedule class
mailings; write/send broadcast emails and social media posts; and
provide recommendations on mailing design and content.
- Provides developmental edit, copyedit, fact-check, and
proofread of thousands of alumni-authored personal narratives for
assigned books annually, editing for the alums colloquial voice and
following an in-house style guide, the Chicago Manual of Style, and
publishing laws around copyright, fair use, libel, slander, and
defamation.
- Writes drafts of front matter pieces for assigned book as
needed for alumni volunteers.
- Researches and writes obituaries.
- Manages and resolves all book queries to alumni authors as
early in editorial production stage as possible to ensure accuracy
of entries in books.
- Accepts and inputs both digital and hardcopy edits (utilizing
proofreading marks) to books from managers and colleagues.
Familiarity with interpreting proofreading marks in hardcopy and
the ability to input corrections with accuracy to book files using
Adobe InDesign is critical.
- Manages alumni volunteers and University sta on communications,
class participation, editorial decisions, potential issues, etc.
Handles correspondence with authors, class secretaries, report
chairs, printers, and others.
- Manages reunion committee volunteer outreach to assigned
classes to promote participation in Class Reports and oversees
volunteer confidentiality forms and assignment of data lists and
updates.
- Develops creative strategies and programming to promote alumni
participation in Red Books, e.g., writing prompts and write-a-thon
program.
- Manages production schedules and meets deadlines and mail dates
of books preceding each quinquennial Reunion in the most
cost-eective manner.
- Designs and completes layout in Adobe InDesign for all assigned
Class Report books, providing print vendors with print-ready PDF
files.
- Designs and completes layout in Adobe InDesign for all print
marketing communication pieces for assigned classes, such as
mailings (postcards, biographical questionnaire forms, letters,
envelopes, etc.), providing print vendors with print-ready PDF
files.
- Supervises and trains assigned student workers who assist with
book production: keying and scanning copy, research and fact
checking, cross-referencing of indexes, use of specialized computer
programs, etc.
- Throughout production cycle incorporates address/status changes
to Report in all segments: the Records of the Class section,
Geographical Index, Obituaries; relates address/status change
information to other departments as necessary (Data Governance,
Reunions, etc.).
- Reviews and edits copy for departmental and HAA-wide
communications as needed.
- Manages offices general email inbox.
- Co-manages processing offices incoming mail and updating
participation database with mail and email participation.
- Co-manages answering oces telephone and handling general
inquiries from alumni.
- Provides light administrative support to assistant director and
director as needed.
- Updates offices shared server and organizations intranet site
when appropriate with book information.
- Contributes to team eort by accomplishing related duties as
required.
- Covers the HAA reception desk per the established rotation
schedule when staff are working in the office.
- Provides occasional alumni events support on campus during
nights and weekends as necessary,
schedule-permitting.School/Unit:Alumni Affairs and Development EEO
Statement:We are an equal opportunity employer and all qualified
applicants will receive consideration for employment without regard
to race, color, religion, sex, national origin, disability status,
protected veteran status, gender identity, sexual orientation,
pregnancy and pregnancy-related conditions, or any other
characteristic protected by law.Job Summary:This position will be
based on our campus in Cambridge, MA, in a hybrid work
environment.We are seeking an Editorial Specialist on the Harvard
Alumni Association team within Harvard Alumni Aairs and
Development.Alumni Aairs and Development (AA&D) comprises the
University Development Oce (UDO), Faculty of Arts and Sciences
(FAS) Development, AA&D Resources, and the Harvard Alumni
Association (HAA). There is a unique relationship between the
University and the FAS fundraising operations, resulting from a
long history in which University fundraising ultimately grew out of
College fundraising.Harvard Alumni Association (HAA)The HAA is the
ocial association for all of Harvard Universitys alumni. The HAA is
responsible for University-wide alumni initiatives and works with
all Harvard Schools, including the FAS, to increase alumni
engagement. The HAA is also the home of the Harvard and Radclie
College Alumni Programs Oce. The HAA supports a global network of
volunteers who organize alumni through Harvard Clubs, Shared
Interest Groups, college classes, and graduate and professional
School organizations.This role is responsible for the editorial
production and mailing of three to four Anniversary Reports
annually as part of Harvard Colleges historic Red Books program for
alumni, a tradition dating back to the mid-1800s. The editorial
specialist is responsible for leading and managing all phases of
book production of assigned books, which includes alumni volunteer
management, marketing and communications, all editorial work,
design and layout, printing, and distribution of books. The
editorial specialist leads the writing of all digital and print
marketing communications in both the institutional and alumni voice
and oversees all alumni outreach to ensure robust participation in
books. Develops creative strategies and events/programming to
promote participation in Red Books. Edits, proofreads, and
fact-checks all alumni-authored narrative submissions for printing
in books while adhering to an in-house style guide, the Chicago
Manual of Style, and publishing laws. Researches and writes
obituaries for assigned books. Designs, schedules, and approves all
digital and print mail communications with internal business
partners and external vendors. Provides exceptional customer
service to alumni and key stakeholders across the University.
Collaborates with colleagues overseeing reunion events and
fundraising to develop coordinated outreach and communications to
alumni. Evaluates data analytics from digital channels and
refines/segments marketing communications to alumni accordingly.
Supervises the work of student editorial assistants throughout
editorial stages of assigned books. Runs data reports from alumni
database. Answers phones, processes mail, and manages data tracking
of participation and income for classes in internal database.
Provides light administrative support to assistant director and
director of the oce as needed. The ability to own and manage
complex projects independently with a keen editorial attention to
detail and strong command of the principles of grammar,
punctuation, spelling, and style is critical to the success of this
role.Commitment to Equity, Diversity, Inclusion, and
Belonging:Harvard University views equity, diversity, inclusion,
and belonging as the pathway to achieving inclusive excellence and
fostering a campus culture where everyone can thrive. We strive to
create a community that draws upon the widest possible pool of
talent to unify excellence and diversity while fully embracing
individuals from varied backgrounds, cultures, races, identities,
life experiences, perspectives, beliefs, and values.
Keywords: Harvard University, Cambridge , Editorial Specialist, (Time-Limited), Other , Cambridge, Massachusetts
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